Blitz! (Outlook 2011 for Mac)

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1 Blitz! (Outlook 2011 for Mac) Finding your inbox unmanageable? Follow the tips in this document to take back control. Tips for having a thorough clear out The techniques here can be used when spring cleaning your inbox but should be used daily or weekly to keep on top of the housework. Turn on reading pane to speed up checking When having a clear out, the reading pane lets you check the content of an without opening it, helping you decide what you need to do with it. Click on View >> Reading Pane icon Choose your preferred view (Bottom or Right) Sort mails to speed things up Sorting the mail within a folder makes it easier to blitz as you focus on groups of s rather than checking each one individually. For instance sort by: From useful if you know you don t need or can file away all s from a certain sender (e.g. subscriptions to newsletters). Size or Attachment To delete the biggest s. To This is useful on the Sent items folder. Sort by who you sent it to and it s highly likely that you can delete all the s to your mum at once. To change the sort order of your inbox: Click on View >> Arrange By Choose which option you want to sort by Use Conversation View to check all s in a thread Conversation view groups your inbox by thread (conversation) rather than received date. This is useful as it allows you to delete/move an entire thread in one hit. To turn it on: Click on View >> Arrange By >> Conversations the View tab Conversations in the inbox can be identified by arrow next to an in the inbox. Click on the arrow to see all of the other s in the conversation. Using the reading pane you can quickly check all s in a conversation to see what you need to keep. Quite often you will only need to keep the last in a conversation, as all replies are contained within the body of that . If you don t need a conversation, to delete all of the s within it: Click on the top line of the conversation within the inbox Press the Delete key on your keyboard Last updated January 2018 See for more videos and documentation Faye Brockwell

2 Reached your inbox size limit? Understand where your lives it helps to understand which mail counts towards your mailbox size and where you can move s you still need to keep. Your mailbox (red boxes on left) Folder within your mailbox sit on the Exchange server (university network). Anything in these folders, including deleted and sent items does contribute to your mailbox size Functional (shared) mailboxes (blue box) These sit on the Exchange server (university network). Anything in these folders do not contribute to your personal mailbox size On My Computer (green box) Folders here sit on the hard drive of your computer and do not contribute to your mailbox size. This is where you can create a local archive to free up space on your server inbox. However, you can only see these folders when checking on your own computer using the Outlook desktop application, not staffmail via the web or another machine. On My Computer folders are hidden by default on Macs. To see them: Click on Outlook >> Preferences Click on General Deselect Hide On My Computer Folders Close the General Preferences window Check folder sizes This helps you to identify which folders are taking up the most space so that you can target them first. Click to select a folder (e.g. inbox, deleted or sent items) in the left-hand folder menu Click File >> Folder >> Properties Click on the Storage tab Look out for large folders and target these first in your clean up. Consider creating a local archive If you re never going to get round to having a thorough clean out, s etting up a local archive allows you to save s to the hard drive of your computer. The advantage of this is it frees up space on the server, thus reducing the number of messages you get about your mailbox size. The disadvantage is that you can only access s stored in a local archive when you are using the Outlook desktop application on that computer. You will not be able to see them using the Outlook web app, or when using another computer or mobile device. For this reason we do not recommend that you create a local archive if you regularly work on more than one computer. The steps are as follows (see next page for details): 1. Ensure that your On My Computer folders are not hidden. 2. Create an archive folder, and any sub-folders you need. 3. Drag and drop s/folders from your inbox into the archive folder. 2

3 1. Unhide your On My Computer folders On My Computer folders are hidden by default on Macs. To see them: Click on Outlook >> Preferences Click on General Deselect Hide On My Computer Folders Close the General Preferences window 2. Create an archive folder On My Computer Decide how you want to structure your archive folders, then create that structure underneath On My Computer : Right-click on ctrl-click on the On My Computer folder Choose New Folder Give your folder a name, e.g. Archive Use the same technique to create any required sub-folders 3. Drag and drop s into your archive folder Use the selection techniques below to select multiple s to move in one go. Select several s to delete or move a chunk in one hit This technique will speed things up when moving s to your archive folders. Click on the first in the group Think about attachments To make an impact on your mailbox size, sort your mailbox by Attachment to show s with attachments at the top of the list. For each attachment, ask yourself whether the attachment is (or should be) available elsewhere on the internet, department docs or SharePoint. If the answer it yes (which is more often than not), make sure the attachment is where it should be and delete it from your . Remember that any s filed in sub-folders of your mailbox will still contribute to your mailbox size. Empty your deleted items folder If you use the Deleted Items folder as a filing cabinet for s you might need, STOP. Think of it as your bin. How many times do you put things in the bin and then decide to take them out again? To empty the deleted items folder: Right click on the Deleted items folder and click on Empty Folder If there are things that you dare not delete, create a new folder called SIDND folder (Stuff I Dare Not Delete) and move s you re not sure about to this folder instead of deleting them. Clear the SIDND folder regularly. Hold down the SHIFT button on your keyboard and click on the last in the group If you want to keep certain s, hold down the cmd or button on your keyboard and select those that you want to keep. We suggest that you set your Outlook to automatically empty your deleted items folder each time you quit Outlook (see next page) All of the s in that group will be selected. You can drag and drop them to the relevant folder for filing/archiving or delete them. 3

4 Set Outlook to empty the deleted items folder automatically Set Outlook to automatically empty your deleted items folder each time you close Outlook, to save you having to remember to do it: Click on Tools >> Run Schedule >> Edit Schedules Double-click on Empty Deleted Items Folder Be brave: you can recover deleted items if needs be It is possible to recover items that you have emptied from the deleted items folder recently. You can usually recover items that you have deleted within the last 14 days, although this may change depending on how much you have deleted recently. Under When change the occurrence to be On Quit To do this you will need to sign in to your using the Outlook web app at Under Action, check that the Delete Mail option is selected Then: Right-click or ctrl-click on the Deleted items folder Click on Recover Deleted Items Click on Deleted Items (O and click on Choose Folder Click on the arrow to expand your server mailbox (named Brighton in the example on the right) Click to select the server mailbox s Deleted Items folder (NOT the Deleted Items folder that is under On My Computer) Click Choose Check that older than 0 days is specified Check that Enabled is ticked Click OK Close the Schedules window When you next quit Outlook you will be prompted to say whether you would like to delete your deleted items. You can choose to not see that message again (and for the deleted items to be deleted automatically). Click to select the message you want to recover (hold down the CTRL button to select several messages). Click on Recover Choose which folder you would like the recovered items to appear in Click on Recover Close the Recover Deleted Items window 4

5 Process for keeping your inbox clear Once you ve got your inbox back under control, follow this process for each you receive to keep on top of your inbox day-today. Instructions for some steps are on the following pages. Other people Inbox Delete What is it? Incubate SIDND Is it Actionable? NO File Project plans Multi-step NOT ME! YES What s the next Action? If less than 2 minutes DO IT now Reference DELEGATE This diagram is based on one by David Allen in his book Getting Things Done Keep track DEFER IT David Allen To watch David Allen talk you through Waiting for Do it later Needs a meeting the steps for Getting Things Done, see the Clarifying Meaning video within David Allen s Getting Things Done course on Flags for follow up Calendar 5

6 Create an folder folders are used to file s together. They can be used to file s you have read but need to keep for further reference. To create a new folder: Right-click or ctrl-click on the higher level folder (e.g. right-click on Inbox if you are going to create a sub-folder of your inbox, or right-click on your name at the top of the folder list if you are going to create a folder at the same level as your inbox). Click on New Folder. Type a name for the new folder and press ENTER. Flag s for follow up Flagging s for follow up if you need to defer when you will work on them. Flagged s will appear within your tasks list. You can set due dates and reminders to help you keep on top of your list. Click to select an . Click on Message >> Follow up Choose when you need to complete the task by If you need to set a reminder, click on Message >> Follow up >> Add reminder. Set a start and end date if needed, and specify the date and time for the reminder by Due Date, in descending order It is also useful to use filters (View >> Filters) to filter the list to only show the tasks marked with a due date of today or this week, for example. If you use flags for follow up, the s will remain in your inbox. When you have completed the associated task, remember to either delete or file the for reference, so that it is removed from your inbox. Convert s into calendar appointments If you use your Outlook Calendar to manage your diary you can also convert s to Calendar appointments. This is good for threads where a meeting would be better. Double click to open the Click on the icon to create a meeting from this Check the details of the meeting The sender of the will automatically be invited to the meeting. Set a start and end time Edit the text of the to include any additional information (e.g. link to an agenda). Click Send. For an overview of your flagged s/tasks: Click on Tasks at the bottom left of the Outlook window Click on View >> Arrange by to sort the list of tasks in a way that works for you. We suggest sorting 6

7 Set up a rule Rules are used to automatically move s that do not require action from your inbox to the relevant folder. This allows you to decide when to check certain s so that they do not distract you from your real work. Contenders for rules are: Mails sent to groups to which you belong Mails on which you are CCed Personal Sometimes the rule type you require appears at the top. E.g. Move Messages from If this is what you need, click to select it. You may then be asked to specify which folder you want to move the s to. Type the name of the folder, click to select it and then click Choose. Setting up a rule does NOT mean that you do not have to check the in the folders. You should check the folders regularly to ensure that something that does require your action has not been moved into there by mistake. However, having the s in one folder does help to make this checking easier. To set up a rule: If the rule you want does not appear, click on Create Rule Set the conditions for the rule and specify what to do if the conditions are met. If your rule will automatically move s to a different folder, create that folder if it doesn t already exist. Find an in your mailbox that meets the criteria for the rule you want to set up. Eg To set up a rule: o to move all messages where you are CCed to another folder, find an that you are CCed on o to flag any s from a certain sender, find an from that sender Right-click on the Click on Rules Click on OK. 7

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